Job Responsibility:

Mission

The Calgary Board of Education (CBE) is the largest school board in western Canada with over 144,000 students and 16,000 employees. Our mission: Each student, in keeping with their individual abilities and gifts, will complete high school with a foundation of learning necessary to thrive in life, work and continued learning. We pride ourselves in the values we hold. Students come first. Learning is our central purpose. Public education serves the common good. The CBE encourages an inclusive and equitable workplace, which supports our diverse student and employee community. We encourage all applicants to join our dynamic, diverse, and team-oriented culture and welcome applications from all qualified individuals.

When you apply to the CBE, you can feel good about serving our future leaders and contributing to student success.

Competition Info

Competition Close Date: Thursday, May 29 at 11:59 PM

Calendar: 12 month

Salary: $27.24 - $35.60 per hour

FTE: 1.0 (35 hours per week)

What does this role look like?

The CBE understands the future of work is flexible. In this role, you are eligible to participate in a flexible work program that allows you to work remotely for up to three days a week. A minimum of two days must be in the office. At certain times, you maybe be required to work in the office more then 2 days per week based on operational requirements.

Position Description

Purpose

The Facility Projects (FP) Administrative Assistant provides comprehensive administrative support to the project and technical teams within FP. This role supports the planning, coordination, and execution of departmental initiatives by facilitating communication, managing scheduling and resources, maintaining documentation, and contributing to the development of operational processes. The position is essential to ensuring efficient administrative operations and achieving organizational goals.

Accountability

The job is accountable for:

- Support in maintaining accurate and organized documentation, both physical and digital.
- Assisting with financial tracking, data entry, invoice processing, and reporting.
- Supporting internal communication, scheduling, and meeting coordination.
- Contributing to the use and maintenance of project and asset management systems.
- Assist in preparing reports, presentations, and documentation for internal and external interested parties.




- Supporting departmental initiatives, committees, and cross-functional collaboration.

Major responsibilities

- Provide administrative support, including scheduling, correspondence, and coordination of tasks.
- Maintain project records and filing systems, ensuring document confidentiality and compliance with organizational policies.
- Assist in data entry and maintain information within the project and financial systems (I.e., Archibus, PeopleSoft, VFA).
- Assist with financial tasks such as budget tracking, expenditure reporting, and invoice processing.
- Assist in preparation and format project-related materials, including reports, manuals, and presentations.
- Coordinate and validate data collection from internal sources and subject matter experts.
- Contribute to the development and refinement of operational processes and tools.
- Track project deadlines, deliverables, and milestones to support reporting for senior leadership.
- Support efficiency improvements and continuous improvement initiatives.
- Participate in committees, working groups, and department initiatives as required.
- Perform other related duties as assigned.

Qualifications

Education and Experience

- Post-secondary diploma in a relevant discipline from a recognized academic institution in one of the following disciplines: legal/contract/business administration, project management, architectural technologies, building technologies, or engineering technology.
- Minimum three years progressively more responsible related experience in supporting project coordination/management in a renovation/construction project setting.
- Other equivalent combinations of directly related post-secondary education and directly related experience may be considered.
- Experience in financial tracking and reporting is an asset.
- Experience with Construction Industry standards and terminology.
- Experience using Archibus, Peoplesoft, VFA, and Visio software is an asset.
- Experience working in a Project Management Office is an asset.





Demonstrated Skills and Competencies

- Knowledge of project management processes.
- Strong innovation and creativity skills to recommend and implement changes in procedure to improve production and proficiency of work, workload, and workflow.
- Use of appropriate judgement in a framework of generally established methods, protocols, and procedures.
- High degree of proficiency in office computer applications such as word processing, spreadsheet, computerized accounting, database, publishing and presentation applications, electronic mail/calendar applications, and other information management tools, ability to learn new software as required.
- Strong math skills.
- Strong attention to detail and ability to meet tight deadlines.
- Knowledge of MS Office Suite, including MS project.
- Strong problem solving and decision-making skills.
- Strong time management, prioritization, multitasking, and organizational skills.
- Strong interpersonal skills, including verbal, listening, and written communication skills.
- Ability and success in building productive relationships with co-workers, staff, and other internal and external stakeholders.
- Professionalism, tact, courtesy, and diplomacy skills.
- Ability to work independently under general supervision.
- Trustworthiness, integrity, dependability, and reliability.
- Personal suitability.

Conditions of Employment

Police Information Clearance: Applicants new to the Calgary Board of Education WHO ARE OFFERED EMPLOYMENT must complete and pass a police information clearance before employment is confirmed.

Be Part of Our Success

A career with the CBE offers incredible opportunities, rewards and supports.

What happens next?

We thank all candidates for their interest in this position however only those selected for an interview will be contacted.

Land Acknowledgement

The Calgary Board of Education acknowledges the traditional territories and oral practices of the Treaty 7 Nations, including the Siksikaitsitapi Nations, Tsuut'ina Nation, and the Îyârhe Nakoda Nations. We acknowledge the Métis Nation within Alberta, and all people who make their homes in the Treaty 7 region of southern Alberta. As a learning organization, we are committed to advancing the Truth and Reconciliation Calls to Action focused on Education for ReconciliACTION.

📌 Facility Projects Admin Assistant (Calgary)
🏢 Calgary Board of Education
📍 Calgary